Office Specialist

Job Title

This position will provide specialized administrative and clerical assistance to the overall functioning activities of the Office of Clinical Trials and outpatient clinic.

The duties include but are not limited to: PROVIDE SUPPORT:
Provide support to the Office of Clinical Trials and Clinical Trials Outpatient Clinic. Greeting visitors, answering phones, assisting patients and visitors with routine questions, providing appropriate responses to questions or directing questions to appropriate personnel, processing incoming and outgoing mail. Typing, copying, scanning, filing, faxing, running departmental errands. OPEN AND CLOSE THE BLDG:
Open and close the building, after ensuring UPS and Fed Ex pickups are completed. Complete temperature log. Assist with CDAs, check voicemail and disburse messages to appropriate personnel. MANAGE AUGUSTA DATA STORAGE

ACTIVITIES:

Manage Augusta Data Storage activities, coordinate Health Care Utilization Program training, assist as needed with Medical Scholar Program. MAKE CALLS:
Make calls to laundry, environmental services, copier technician, and physical plant services, moving orders, dietary and service requests and IT phone orders as needed. Maintains service contracts on all equipment, including lab. Call daily to arrange for overnight shipments. ATTEND TRAINING AND WORKSHOPS:
Attend training and workshops as appropriate for position. Perform all other related duties/tasks as assigned by supervisor. OUTPATIENT SUPPLIES MANAGEMENT:
Gather information to order all outpatient supplies using appropriate vendors needed to conduct outpatient studies. Maintain and order office supplies by PS Health Eshop. Enter and process PS Requisition s for equipment, medical supplies, computers, business cards, etc. MAINTAIN AND UPDATE DEPARTMENTAL FILES :
Update and maintain departmental files, preparing study materials for final storage. Maintenance of unfunded binders. Requests for data storage pickup. Maintenance of printers and copier issues. Create moving requests, key and badge access. SCHEDULING:
Schedule conference rooms and AV equipment for meetings, if necessary. Creation and disbursement of meeting agendas. Take meeting minutes if requested and disbursement of same. CALENDAR MANAGEMENT:
Maintain CTO Manager's calendar, scheduling meetings and appointments. MAINTAIN IRB MEMBERSHIP ROSTERS:
Maintain IRB Membership Rosters. Assisting with collecting/preparing and disseminating materials associated with departmental programs and special events, coordinates generation of departmental statistical data as needed, enters and compiles data as requested, prepares/assembles materials for coordinator projects. DEPARTMENTAL INVENTORY:
Assists in maintaining yearly departmental inventories. OTHER:
Perform all other duties as assigned.

Associate's degree from an accredited college or university and one year of experience. OR High School Diploma, GED, or equivalent from a recognized State or Federal accrediting organization is required and a minimum of three years' progressively responsible office support experience.

Knowledge of People Soft and AU policies and procedures.

KNOWLEDGE Proficient in Microsoft Office and other computer software/databases. SKILLS Excellent interpersonal, written, and verbal communication skills. Detail-oriented with strong prioritization, organizational skills and multi-talking skills. ABILITIES Ability to maintain confidentiality. Ability to work with minimal supervision.

Shift: Days; M-F (Work outside of the standard business hours may be required) Pay Band: B3 Salary Minimum: $16.54/hourly Salary to be commensurate with…